Administrative Coordinator - Division of Student Life

Tufts University•Medford, MA

6d•Onsite

About The Position

The Division of Student Life supports dynamic co-curricular learning and engagement for all undergraduate and graduate students within the School of Arts & Sciences, the School of Engineering, and the School of the Museum of Fine Arts (SMFA@Tufts). As a central resource supporting the safety, engagement, and wellbeing of all Tufts AS&E students, Student Life promulgates community standards; coordinates communication between campus constituencies and departments; supports programs and activities to advance student learning; facilitates the coordinated support of individual students, and; works cooperatively with members of the faculty and the colleges' senior leadership team to ensure the successful achievement of institutional and divisional goals, vision, and values. Student Support is a department within Student Life, which contributes to student growth, development, and wellbeing by teaching students to navigate challenging situations, understand and evaluate their options, and make decisions aligned with their goals and values. The Student Support team coordinates comprehensive support for undergraduate and graduate AS&E students experiencing health, personal, and other challenges. Student Support also oversees the medical leave and return from hospitalization processes for all AS&E students. Student Support partners closely with colleagues across the university on policies, programs, and initiatives related to student development and wellbeing.

Requirements

High School /GED
3+ years of related experience
Excellent organizational skills and demonstrated ability to manage multiple time-sensitive priorities accurately and efficiently.
Outstanding ability to continually triage and prioritize information, projects, and tasks in a fast-paced, rapidly changing environment.
Strong written and oral communication skills.
Sound judgment around communicating information that may involve health, safety, and legal risk.
Excellent interpersonal skills and experience working effectively with a wide range of diverse stakeholders, including people who may be emotionally heightened and/or in distress.
Demonstrated discretion, composure, and comfort in a role requiring frequent contact with sensitive or emotionally difficult subject matter.
Ability to work both independently and collaboratively in a fast-paced environment.
Excellent troubleshooting, critical thinking, and problem-solving skills.
Advanced proficiency with Microsoft Office (including word processing, spreadsheets, and basic design/layout functions) and comfort learning new systems, including case management software.

Nice To Haves

Bachelor's Degree
Interest in or exposure to college student development, higher education, health and wellbeing, legal, or related fields.
Experience supporting a team that handles confidential/private, high-stakes, or crisis-related work.
Strong data tracking and organizational skills, including MS Excel, student information systems, or related databases.
Experience with the administration of a case management records database (e.g., Maxient, Symplicity Advocate, or equivalent).

Responsibilities

Provides advanced administrative support to the Student Support team, ensuring that the operational backbone of the department runs smoothly, efficiently, and with the care required for highly complex, sensitive, and sometimes urgent work.
Responsible for timely case creation, inbox management, and organizing documentation within the department's case management system.
Supports the department's educational and prevention work by coordinating projects and initiatives, gathering and organizing data, and drafting reports and communications.
Create new cases in the department's case management system in a timely and accurate manner, ensuring that urgent situations are routed and/or escalated appropriately without delay.
Organize and maintain case documentation, correspondence, and related records within the case management system, ensuring information is complete, well organized, and easy for case managers to locate and use.
Monitor and manage the department's shared inbox, triaging incoming messages, identifying time-sensitive or urgent matters, and routing them to the appropriate team member promptly.
Respond directly to low-level, non-crisis inquiries where appropriate, and redirect more complex or urgent situations to the appropriate case manager or resource.
Maintain the highest level of privacy and discretion when handling sensitive student information, in accordance with FERPA and other applicable privacy standards.
Oversee daily administrative operations of the office, evaluating workflow and identifying opportunities to streamline and improve processes that support the team's work.
Partner with the Director, Associate Dean, and other team members to identify recurring administrative challenges and propose or help implement process improvements.
Coordinate projects for the department as assigned, which may include tracking and following up on action items, logistical coordination as needed.
Schedule appointments, coordinate meetings, and maintain complex, frequently shifting calendars for team members handling time-sensitive casework.
Troubleshoot day-to-day administrative problems and escalate complex questions or concerns to the appropriate person.
Provide advanced-level administrative support to the Student Support team, including drafting, proofreading, and editing correspondence, reports, and other materials.
Act as a central hub for incoming information from calls, messages, and reports. Triage, organize, and route information as appropriate. Ask appropriate follow-up questions and gather supplemental info from internal systems/colleagues to inform and expedite the team’s response.
Serve as a highly visible point of contact for the department, communicating professionally and appropriately with students, families, faculty, and staff, including in situations that involve sensitive or emotionally difficult subject matter.
Gather data, conduct basic research, and compile information or reports as needed to support the team's work. Create and maintain spreadsheets.
Coordinate and potentially represent the department at community-facing events (tabling, outreach, special events, etc.).
Assist with the coordination and reconciliation of departmental expenditures.
Maintain sound judgment, professionalism, and a strong ethic of care when engaging with students, families, and colleagues, recognizing the sensitivity of the department's work.
Demonstrate a willingness to learn about college student development, crisis response, and related topics relevant to the department's mission.
Perform other administrative or project-based duties as assigned to meet the ongoing needs of the department.